Exhibitor Resource Center

March 13-15, 2022 / Boston, USA

General Information, Rules & Regulations

General Information

Important! Food Sampling Information
Booth Cleaning & Porter Service

Booth cleaning & trash removal/porter service is not automatic and must be ordered separately through our cleaning vendor.  Please reference the Order Services section.
Conference Sessions There will be a robust offering of conference sessions throughout the expo. The topics will be wide-ranging covering many aspects of the Seafood and Seafood Processing Industry.  Exhibitors can upgrade their registration to include conference sessions for $99 through the Exhibitor Registration page. 
Expo Colors Seafood Expo North America will be decorated with black drapes on the back wall with black sidewalls and tuxedo aisle carpet.  Seafood Processing North America will be decorated with blue wall & sidewalls drape with tuxedo aisle carpet.  Changes in drape patterns and colors are not allowed.
Event Management Office Diversified Communications will maintain an event office where Event Management may be reached from move-in, throughout the event and during move-out.   
Exhibitor/ Advertiser Lounge This lounge is available to both exhibitors of Seafood Expo North America and Seafood Processing North America and advertisers of SeafoodSource.com. At the request of exhibitors and advertisers, no guests are permitted.  Please use this area to relax or talk to a salesperson about exhibit space or advertising opportunities. 
Exhibitor Evaluation All exhibitors may receive a Seafood Expo North America and Seafood Processing North America exhibitor evaluation by email within a week of show closing.  Your cooperation in completing and returning this survey will help us to improve future expos and will serve as an information link between exhibitors and Event Management. 
Exhibitor Move-In MOVE-IN WILL BE TARGETED.  The move-in schedule is included in the Event Schedule. Additional information including specific instruction for privately owned vehicles (POV’s), common carriers and labor rules are included in the Shipping & Onsite Logistics section.
Ice Event Management will supply complimentary flaked ice daily. Labels will be available to leave in your booth to identify you need ice. Due to the nature of ice melting and refreezing we sometimes come across chunks in the ice.You may need to be prepared with a tool to break up the flaked ice.  
Liability Insurance Exhibitors are encouraged to carry their own general liability insurance as well as any additional property or theft insurance they deem appropriate, but are no longer required to provide to Event Management evidence of that insurance or name Diversified Communications as an additional insured on the exhibitor’s policy. As has always been the case, exhibitors remain exclusively responsible for theft or damage to their personal property and are advised to secure their valuables at all times.  
Security 24-hour perimeter security service will be maintained in the convention center from the initial move-in period until the last piece of freight is removed.  However, exhibitors are reminded that they are responsible for the protection of their own product and exhibit materials.  Please use common sense.  
Service Costs Order all services by the published advanced deadline to insure timely installation or delivery on-site. Reference the Critical Dates & Deadlines Checklist for upcoming deadlines.
Tax Information
The Massachusetts Department of Revenue requires all exhibitors who earn income because of participation in a show at the Boston Convention & Exhibition Center to submit an Estimated Tax Payment voucher to the Commonwealth of Massachusetts if the exhibitor anticipates that his/her earnings during the show will exceed $100.00.
It is the responsibility of the exhibitor to obtain form (Form 1-ES) from the Massachusetts Department of Revenue and to file such form in compliance with Massachusetts General Law, 62C, Section 6.
Download Form 1-ES from Massachusetts Department of Revenue at: http://www.dor.state.ma.us/ 
-Click on Tax Forms 
-Select Income Tax Forms and 
-Search for the 1-ES in the Online Forms Index. 
Further information can be obtained by writing to or calling:
Massachusetts Department of Revenue
PO Box 7007
Boston, MA 02204
617-887-MDOR
Trade Show Memorabilia Customers remember your exhibit for approximately 12 – 14 weeks after a trade expo. Plan your post expo outreach or sales agenda before you leave for the expo and begin implementing your program within two weeks of your return from the expo.
Training Potential customers are only a few feet away in the aisle; however, they will not come to you without encouragement. Train your exhibit personnel to seek out those who appear to be interested in your product. A successful sales staff takes the initiative and uses creativity to meet the individual customer’s needs. Your trade expo investment will be a success if your exhibit personnel are motivated and enthusiastic.

Rules & Regulations

Alcoholic/ Liquor/ Beer Levy Restaurants is the licensed liquor holder for the Boston Convention & Exhibition Center.  All alcoholic beverages must be purchased from Levy Restaurants.  Bringing alcoholic beverages into the building is strictly prohibited. For your safety and the safety of your guests, a Certified Levy Restaurants Bartender is required for all events serving alcohol.  Appropriate fees apply.
Booth Design Regulations

Booth regulations vary depending on the booth type (peninsula, island, inline). Exhibit display regulations and diagrams are included in this section of the manual.  Additionally, you have received (or will receive) guidelines specific to your booth type with your confirmation letter.  Exhibiting companies located in peninsula, island, 2-story, pavilion and booths with hanging signs must obtain written approval for their booth designs. Please go to the link to the Booth Approval Form.
Ceilings/ Roofing & Fabric Coverings Exhibitors with ceilings, fabric covering or roofs are subject to additional fire regulations.  These exhibitors must contact Erin Morton in the Operations Department at 207.842.5409 to discuss their booth design.
Children Children under the age of 18 are NOT allowed on the expo floor at Seafood Expo North America and Seafood Processing North America. This rule applies to both visitors and exhibitors. There will be no exceptions!
Dismantling Exhibitors are not allowed to begin dismantling their exhibits, in part or whole, before the close of the expo on Tuesday at 3:00pm. At the close of the expo, all exhibitry must be removed from the halls at the expense of the exhibitor. 
Double- Decker/ Two- Story Exhibits Exhibitors wishing to erect multiple story exhibits are subject to additional fire regulations. These exhibitors must contact Erin Morton in the Operations Department at 207.842.5409 to discuss their booth design.
Floor Covering Carpeting or other suitable floor covering is required in all booths. Exhibitors may supply their own carpeting or rent it from Freeman.
Give-Aways & Lotteries Exhibitors may sponsor raffles, giveaways and lotteries within the area defined as their booth space.For specific information and details, contact Erin Morton at 207.842.5409
Hand-Carry Policy For the convenience and safety of exhibitors and patrons, all freight and material handling must enter and exit the facility through the loading docks. Exhibitors will be allowed to hand carry one item, one time, in or out of the facility without having to access the loading dock. Hand carried freight is defined as one item that can be easily carried by an individual exhibitor, without the need for dollies, or other mechanized equipment. No parking is allowed at the entrance of the facility and the use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by facility personnel.
Helium Balloons, Adhesive Materials/ Other Materials & Popcorn Event Management does not allow helium balloons to be used as part of an exhibitor's display nor may they be distributed.  The use of glitter, confetti, sand, or simulated snow types of material, as well as popcorn, is NOT permitted. Any costs incurred by Event Management for the removal of these items will be charged to the exhibiting company.
Maintaining Professionalism

Event Management reserves the right to prohibit or remove any exhibit which, in its sole discretion, detracts from the general character of the exhibition as a whole or consists of products or services inconsistent with the purpose of the exhibition.  The right to prohibit includes persons (dressed in a sexually suggestive or offensive manner), things, conduct, printed matter or anything of a character which the organizers, in their sole discretion, determine objectionable. 

In the event of such prohibition or removal, the organizers shall not be liable for any damages, including refunds or other exhibit expenses.
Music, Photographs & Other Copyrighted Material Each exhibitor is responsible for obtaining all necessary licenses and permits to use recorded music, photographs and other copyrighted material in exhibitor’s booth or display.  No exhibitor will be permitted to play, broadcast or have performed any recorded music or use any other copyrighted material, such as photographs or other artistic works, without first presenting proof satisfactory to Event Management that the exhibitor has, or does not need a license to use such recorded music or copyrighted material. Event Management reserves the right to remove or prohibit from the expo hall or any part of any booth or display which incorporates recorded music, photographs or other copyrighted material and for which the exhibitor fails to produce proof that the exhibitor holds all required licenses.  The exhibitor shall remain liable for and shall indemnify defend and hold Event Management it’s directors, officers, agents and employees harmless from all loss, costs, claims, causes of action, suites, damages, liability, expenses and cost, including reasonable attorney’s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, exhibitor’s agents or employees of any patent, copyright or trade secret rights or privileges.
Operating Your Exhibit All activities must be contained within the exhibit area described in your Application for Exhibit Space.  No selling or promoting will be allowed in the aisles or other public areas. Attendees viewing video monitors must be within your exhibit space, not crowded in the aisles.  Music/Presentations may not exceed 85 decibel’s, Event Management will enforce this on site. Loudspeakers and carnival tactics will not be allowed. Please be a considerate neighbor. Promotion of other events is not allowed.
Photography/Video Equipment Photography and/or video recording anywhere within the expo hall is strictly prohibited without the express written permission and supervision of Event Management. Photographing and/or video recording of the exhibitor’s own booth may be permitted with prior approval from Event Management. Cell phones may not be used on the expo floor for photography purposes.  
Photography/Videography Photography & videography of your booth is permitted, however if you wish to take photographs of other exhibitor’s booths or displays, you must secure permission from the exhibitor first.
Sample Removal Policy

Attendees are not permitted to leave the expo floor with fresh product samples.  Any fresh product samples that attendees attempt to remove from the show floor will be confiscated. Exhibitors are permitted to remove product from the expo hall by showing a picture ID, such as a Driver’s License, accompanied by their Exhibitor Badge. Please review the complete Sample Policy for further details.
Smoking The Boston Convention & Exhibition Center is a non-smoking facility.This includes e-cigarettes and vaping
Solicitation By Non-Exhibiting Companies For the protection of all Seafood Expo North America and Seafood Processing North America exhibitors, only those companies whose contract for expo space has been approved by Event Management will be allowed to present and sell their products.  If a representative from a non-exhibiting company is seen soliciting business on the expo floor, please request a business card from that person and give it to an Event Management representative.We will take the necessary steps to curtail this activity.
VIP Invitations The VIP invitations (using your free unique promo code) are ONLY to be used to invite your current or prospective buyers with seafood-industry purchasing power. If you are using the VIP promo code to invite customers who fall under the non-exhibiting supplier categories (industrial and services providers), they will still be charged the "non-exhibiting supplier" fee.
Water Fill & Drain
Plumbing services are an exclusive service provided by the Massachusetts Convention Center Authority.  The BCEC expo floor includes electrical wiring and for safety reasons, exhibitors are strictly prohibited from filling, draining or transporting any water to or from their booths.  In order to comply with Board of Health Regulations and for security reasons, we ask you to please use one of the three sink prep areas on the show floor instead of the rest rooms.
 
• Exhibit booth displays using water must order one of the following services from the Convention Center: (Flowing) Water Connection or Fill & Drain Service.
 
Flowing water connections will be directly connected from the expo floor boxes to your booth equipment by MCCA plumbers.  If you order a Fill & Drain service, representatives from the Convention Center will fill your receptacle at the beginning of the show and empty your receptacle at the end of the show. Both services can be arranged on the BCEC Ordering Website.
 
PLEASE NOTE: THE PROHIBITION OF THIS ACTIVITY WILL BE VERY STRICTLY MONITORED BY BUILDING SECURITY ON EXPO SITE.

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Questions?

Please feel free to e-mail us at customerservice@divcom.com, use the chat feature below, or call +1-207-842-5508. We look forward to working with you in preparation for a successful event!